Website Environment Africa Zambia
TERMS OF REFERENCE FOR CONDUCTING A BASELINE SURVEY FOR THE KNHG FUNDED PROJECT
Project title: Strengthening the resilience of children, youth and vulnerable smallholder households in the Southern Province of Zambia to the impacts of climate change.
Project number: 7964
Project location: Zimba, Southern Zambia
Funder: Kindernothilfe Germany
Implementing Agency: Environment Africa Zambia
1.0 About Environment Africa Zambia
Environment Africa Zambia (EAZ) is a registered Non-Governmental Organization in Zambia under the Companies NGOs Act since 2007 (RNGO 101/003/2013). The aim of EAZ is to contribute to an improved use of the environment and resources as well as securing the livelihoods of present and future generations. Environment Africa’s program strategy is based on three pillars: the effects of climate change, strengthening sustainable livelihoods and environmental policy. EAZ’s work is in line with the Zambian development plans (2022-2026) and Vision 2030. The organisation pursues participatory and demand-oriented programs and projects which are implemented through the creation of environmental awareness, advocacy, strengthening of local structures and multi-sectoral cooperation. EAZ accepts the rights and values set out in international human rights agreements in particular in the UN Convention on the Right of the Child and the rights-based approach as a binding basis of its work. In Zambia, EAZ works in a number of provinces which include Southern, Central, and North-western and Copper-belt province.
EAZ in partnership with Kindernothilfe Germany (KNHG) will be implementing a three-year project focused on strengthening the resilience of children, youth and vulnerable smallholder households in the Southern Province of Zambia to the impacts of climate change.
2.0 Background and Rationale
Zambia has experienced steady economic growth, but poverty and hunger have increased, with 60% of the population living below the poverty line. The Human Development Index ranks Zambia 154th out of 187 nations, with children being the most affected by poverty. Climate change has exacerbated water scarcity, food insecurity, and poverty in rural areas, particularly in the Southern Province. Zimba District, where the project is located, is characterized by high temperatures, low rainfall, and poor soil quality, making it vulnerable to climate change.
The project aims to strengthen the capacities of children, youth, and leaders in children’s rights, environmental protection, and climate change adaptation. The project will support vulnerable households in diversifying their agricultural production, improving nutritional practices, and increasing access to WASH services. The project builds on the experiences and results of a previous project (P5881) and involves local communities, authorities, and other stakeholders.
The project contributes to the implementation of the UN Convention on the Rights of the Child, the Sustainable Development Goals (SDGs), and Zambia’s National Development Plan. The project promotes sustainable agriculture practices, energy efficiency, and climate resilience, while addressing the needs of marginalized groups, including women and people with disabilities. Further, the project aims to improve the living conditions of children, reduce poverty and hunger, and promote environmental protection and climate change adaptation in the Zimba District.
Project Overall Goal and Target Groups
Given this background, the project overall goal statement is, “The resilience of vulnerable smallholder farming communities in the southern province of Zambia to the effects of climate change has been strengthened.” The outcome expected at the end of the project is, “Children, youth and vulnerable smallholder households in eight communities in Zimba district are advocating for children’s and environmental rights and using their knowledge of climate change, environmental protection, sustainable resource use and nutrition as well as access to WASH services, agricultural infrastructure and business support to strengthen their resilience to the impacts of climate change.” The expected outputs are:
· The capacities of 3,300 children (at least 50% female) in the areas of children’s and environmental rights and climate change are improved and 200 of them are involved in 11 school-based children’s rights and environmental clubs.
· The capacities of 800 (at least 50% female) young people in the areas of environmental rights and climate adaptation are improved, 80 are involved as Climate Change Ambassadors (CCA) in knowledge transfer and advocacy work and 80 are implementing innovative entrepreneurial activities.
· The capacities of 800 vulnerable households in the areas of climate-smart agriculture, nutrition, sustainable forest management and disaster risk reduction (DRR) are improved.
· Access to safe drinking water and adequate sanitation is improved for 3,300 (50% female) school children as well as improved access to clean drinking water for 5,000 households.
3.0 Purpose of the Baseline Survey
I. To provide a benchmark and understanding existing interventions being conducted for beneficiaries and among stakeholders pertaining to the promotion of the right to education and harmful practices for children especially vulnerable girls in project sites.
In collaboration with the project team, develop a comprehensive monitoring plan that specifies when and how data will be collected regularly to feed the indicators. Utilize existing templates you use in your organization. The plan should detail the frequency of data collection, roles and responsibilities, and data management protocols.
III. To collect and establish a fixed baseline data or starting points against which project outcomes and progress will be measured throughout the result framework.
IV. In addition to the outcome indicators, gather information on following issues. 1.) current knowledge levels of children’s and environmental rights among children, 2.) existing climate adaptation and entrepreneurial practices among youths 3.) current climate-smart agriculture, nutrition, sustainable forest management and disaster risk reduction practices and trends among vulnerable households 5.) Existing water and sanitation trends and access to the same among children and households.
V. The baseline survey will initiate a process for continued programme monitoring to measure the impact of the planned interventions and activities.
4.0 project target groups:
The direct target group of the project comprises children, young people, vulnerable smallholder households, and duty bearers from eight communities in the Zimba district. The project will select 800 smallholder households for agricultural activities, with a focus on vulnerable households. The project aims to promote the involvement of community members in local governance structures and support them in making their concerns heard: 8 Wards, 11 Schools, 3300 School children, 200 Eco club members, 55 Teachers, 800 Smallholder households, 80 Climate Change Ambassadors, 80 Young entrepreneurs, 320 Mother support groups and 40 Healthcare counsellors.
• Duty bearers/employees of the responsible authorities (Ministry of Agriculture, Zimba Rural District Council, Forest Department, Department of Social Welfare, District Educational Board) are involved in various training and information campaigns as well as in the advocacy initiatives of the children and young people.
The indirect target group comprises the members of the supported households: 800 households x an average of 5 members per household = 4,000 people. The Zimba district has a total population of around 110,000 people (22,000 households). Almost 15,000 households (72,000 people; i.e. around 1,800 households per ward) live in the eight target communities. These 15,000 households also benefit from the improved availability of food, WASH services and the services offered by the young entrepreneurs (e.g. marketing and repair of tools and energy-saving cookers).
4.0 Baseline study Approach and Methodology
· The baseline survey is to be carried out in Zimba District of Southern Zambia by an independent consultant using a combination of qualitative and quantitative methods. The consultant is required to elaborate a detailed baseline design and methodology as part of their work plan. The baseline design document should include a series of data collection instruments. The consultant will ensure that child protection and child/adult safeguarding protocols are put in place during data collection.
4.1 Data Collection Methodology
· The baseline methodology is expected to make EAZ’s M&E framework easy to capture information for the purposes of tracking progress and provide data for the project indicator targets which will allow comparability in the future. The consultant is expected to employ a variety of data collection and analysis techniques for both quantitative and qualitative data to ensure a comprehensive baseline exercise. This will likely include, at a minimum:
· Surveys: Application of structured survey questionnaires with a representative, random sample of target population to quantitatively assess outcomes.
· Focus Group Discussions: With target groups and other stakeholders to assess implementation experiences and effectiveness, document successes, challenges and lessons learned, and develop recommendations for improvement.
· Key Informant Interviews: Consultations with key project stakeholders to engage during the exercise. Identification of these stakeholders can be done with the help of Environment Africa staff members.
4.2 Data Analysis
Prior to the start of data collection, the consultant(s) shall develop and present to EAZ for review and approval, a data analysis plan showing in details how:
1. Qualitative data such as key informant, stakeholder, and beneficiary interviews and/or focus group discussions will be transcribed and analyzed;
2. How quantitative data will be analyzed and presented. Whenever possible, data will be disaggregated and analyzed by gender.
5.0 Key Tasks and Responsibilities of the consultant
i. Study planning and design
· Prepare outline including study objectives, methodology and process, research questions, target population(s), coverage and reach of study, timeline and budget.
· Review existing information [using relevant project documents].
ii. Together with EAZ, organize an inception meeting in which the consultants will present the methodology to EAZ management and Project team.
iii. Quantitative research and questionnaire design
· Define needs for quantitative data
· Design questionnaire
· Code and edit questionnaires
· Pre-test and review questionnaire
· Finalize questionnaire
6.0 Sampling
· Compile sample frame
· Design sample and decide on sample size
· Select sample
7.0 Fieldwork
· Lead the field work and provide supervision to field team
· Train field assistants.
· Complete fieldwork
· Presentation of preliminary feedback/findings to EAZ and key stakeholders
8.0 Reporting
· Hold a debriefing meeting with the EAZ management/project team and key stakeholders in which the draft report and key results will be presented.
· The final baseline report should be submitted to Environment Africa at the end of the contractual period. EAZ with its collaborating partner KNHG will be given the opportunity to comment on the draft reports before they are finalized.
9.0 Deliverables
· Inception report:
5 working days after signing the contract, a detailed report on the consultant’s proposed final baseline design and methodology will be submitted to EAZ for approval. This will provide preliminary understandings based on document review, rationale and a detailed description of the methodology and tools, analytical methods, budget with a breakdown of costs and detailed work plan for the entire exercise. Any draft questionnaires or interview forms will also be submitted for review at this stage.
· Interview Notes and List of Resource Documents:
The Consultant shall provide EAZ summaries of all key meetings, and discussions conducted during the course of the baseline and copies of any relevant documents and reports gathered during the baseline survey.
· Summary Presentation of Findings to EA and Stakeholders:
The Consultant shall present initial findings to EAZ for review, comment and feedback. A PowerPoint presentation and handout (maximum of two pages) shall be prepared for the presentation through a meeting. The Consultant shall consider EAZ and relevant stakeholder’s comments and revise the draft report as appropriate.
· Baseline Report: A final baseline report to be submitted to EAZ.
The baseline report shall include the following:
a) Executive Summary (3 pages)
b) Background;
c) Introduction;
d) Methodology;
e) Findings;
f) Conclusions (1 -2 pages) 4
g) Annexes, including:
h) Scope of Work
i) Data collection tools
j) Key data sets, including interview transcripts
k) List of key informants
The report should be:
l) 1.5 spacing, Times New Roman font, size 12.
10.0 Ethical consideration
The evaluation should adhere to ethical research principles including; minimizing risk of harm, obtaining informed consent, protecting anonymity as well as confidentiality and lastly avoiding deceptive practices.
10.1 Child safeguarding
As per EAZ and KNHG child protection policies, all personnel who come into contact with children will be subjected to child protection and safeguarding protocols. The consultants engaged are expected to follow the child protection and safeguarding policies and procedures emphasizing zero tolerance to any form of sexual abuse/harassment for all those to be engaged in the survey especially.
11.0 Criteria for selection
The evaluation items expectation and maximum score are presented in the table below.
Organizations/Consultant Experience
A brief of past relevant assignments indicating scope, geographic coverage, and staff involved and budget(20 points).
Understanding of TOR and Proposed Approach and Methodology/Work Plan
Consultant’s perspective of what the assignment entails and the key considerations that should be made to implement it successfully(30 points).
Qualification & Experience of Staff
CVs for consultants and team members indicating their academic qualification and clear relevant experience summary(20 points).
Financial Costs
A breakdown of costs detailing proposed staff days, daily rates, taxes and other direct costs related to the assignment in Zambia Kwacha(30 points).
12.0 Requirements of the consultant
The baseline survey to be done by a local consultant/firm with a mix of expertise in Child rights, child protection, female/male empowerment, youth involvement and education.
Lead Consultant. Masters in research methods/evaluations or any related field. He/she should have strong experience in Child and Youth Development, Environment and livelihoods, Community Development and Business Development or another related field. The consultant is expected to have excellent analytical, team management and communication skills (verbal and written). He/she should demonstrate experience in formative evaluations and practical experience in qualitative and quantitative research methodology, evaluation design and implementation. Team members must adhere to child and adult safe guarding practices during the baseline study. Good command of local language(s) preferably Tonga and Nyanja among members of the team. Provide references on similar or related baseline studies focusing on children s’ rights, climate change and youth empowerment will be an added advantage.
13.0 Tentative financial proposal (budget) containing:
· Consultancy fees/costs,
· Field data collection expenses broken down by team members, number of days, fees per team member according to the level of involvement and number of days required from each,
· Any other related costs and required for the proper conduction of the survey,
· In case of institution tax obligations, paying of VAT should include in the financial budget.
13.1 Payment Terms
· Payment plan shall be based on deliverables outlined upon successful and satisfactory completion of activities. Therefore, the payment terms shall be as follows;
− 50% initial payment – upon submission of survey tools.
− 50% – final payment – Upon submission of final and accepted Baseline report
· Payment under this Agreement will be made by bank transfer to the consultant.
14.0 Proposed time-frame
· The baseline data collection will be conducted from 5th May to 30th May, 2025. The consultant shall submit a schedule of tasks to be undertaken. Throughout the whole period of the assignment, follow-up meetings will be held between the consultant and Environment Africa to tackle any field problems anticipated in order addressed it beforehand.
15. To apply;
Interested Consultants/ University departments/lecturers/ individual or firms are requested to submit:
1. A technical proposal detailing their interpretation of the TOR, proposed methodology including sampling framework, work schedule and proposed budget;
2. A capability statement demonstrating how they meet the required qualifications and competencies;
3. Copies of all relevant Curriculum Vitae (CVs). Only CVs for the specific individuals that will form the proposed survey team should be included.
4. Examples of previous work similar to this assignment
If you have experience of working in a similar capacity, meet the above profile and want to make an active and lasting contribution to protection of children in Zambia, please submit your proposal including your financial proposal and documents to Environment Africa using the following emails addresses by 18th April, 2025;[email protected]